How to set up a new Track

Create a Track to easily monitor staff participation in professional learning.

Fred Shaykis avatar
Written by Fred Shaykis
Updated over a week ago

Tracks help you monitor progress toward professional learning participation objectives for staff at your organization. A track must include a specific set of staff members and learning opportunities; these parameters are set in a track's Edit view. This article explains how to use the Edit view to set up a new track.

Once set up, a track displays each staff member's participation in the track's learning opportunities. See this article for information on what you can do with a track once it's been set up.

The ability to create and set up a track is tied to the Manage Tracks permission in KickUp. If you believe you should have access to this functionality but do not, please contact your KickUp Learning system administrator or your KickUp Client Success Manager, or ask for help using the in-app chat.

Article Sections

Creating a track

To create a new track, navigate to the Tracks page in KickUp. Click Create new track button to begin.

Give your track a name and, optionally, add a description. Then, click Create.

Track Edit view

Once you created a new track, you are automatically taken to the Track Edit view. If you are already looking at the View of the track that you want to modify, click the Edit button in the top right corner to get to the Edit view.

Once in the Edit view, editable fields are displayed for Track name, Description, and two tabs below - Staff members and Opportunities.

To change the track's name or description, make the desired changes and click Save. To cancel your changes, click Cancel.

Unlike the name and description fields, which must be saved to update, changes you make to Staff members or Opportunities will be automatically saved once made.

Managing Staff Members

Adding staff members to a track

To add staff members to a track, click Add. Then, you can either search for the staff member(s) you'd like to add or paste in staff email addresses. Click the bar to toggle between these two modes of adding staff.

To use the Search mode to add staff:

  • People: Search by the name or email address of an individual

  • Group: Search for the name of a group from KickUp's Directory

  • Attributes: Search for a piece of information about a staff member, like their building, role, or grade level

Once you see the name of the person, group, or attribute you'd like to add to the track, click it to add it to the track.

Click View Members to open a modal that shows the list of people currently associated with a Group or Attribute value.

To use the Paste email list mode to add staff:

  • Paste a list of email addresses from your device's clipboard. Emails can be separated by commas or new lines.

  • You may also type in additional emails, then type enter

  • Click the x to remove an invalid or valid email address

  • Once you're ready, click Add staff

To continue adding staff members to the track, enter another search term, or paste or type in additional email addresses. Once you're done adding staff members, click Done, X, or anywhere outside the modal to return to the track's Edit view.

Removing Staff members from a track

Click the trash icon to remove a person, group or attribute from the track. You can do this from either the Add staff members modal or from the Staff members tab.

Removing staff from a track will not change their user access, attendance status, or do anything else aside from making it so they are no longer on the track.

Auto-updating of staff members via groups and attributes

Having groups or attributes on a track keeps the staff members on the track up-to-date with the membership of the group or attribute. For example, if a group or attribute called "Douglass HS" is on a track and staff members are later added to this group or attribute via a staff file sync or through the KickUp Directory, these new group members will automatically be on the track through their association with this group or attribute. Alternatively, if staff members leave the group or lose their association with an attribute, they will no longer be on the track.

This is analogous to how dynamic rostering works in KickUp's Growth, Coaching, and Walks modules.

Adding Blocks and Learning opportunities

To add blocks or learning opportunities to the track, navigate to the Opportunities tab from the Edit view of a track.

Creating new Blocks

Blocks serve as the containers for learning opportunities in a track, and they help specify requirements for staff participation in related professional learning opportunities. A track can have one or more blocks, and a block can have one or more learning opportunities in it.

Click Create new block to create a new block. Then, give your block a name.

Setting a block's Requirement setting

Every block must have a Requirement setting specified for the completion of learning opportunities within this block. The options for this setting are:

  • All opportunities: Use this option when the expectation is that staff should complete all of the learning opportunities in the block

  • Some opportunities: Use this option when the expectation is that staff will complete a subset of the learning opportunities in the block. For this requirement setting, you'll have to enter a positive number under Quantity required - which represents the number of learning opportunities staff will have to complete to fulfill the block requirement

  • No opportunities: Use this option when there are no expectations for staff to complete the learning opportunities in the block

Click Create to save the updated block settings or Cancel to cancel the changes.

Adding Learning opportunities to a block

To add a learning opportunity to a block, click Add opportunity on the block to which you'd like to add the learning opportunity. Then, search for a learning opportunity in any of these ways:

  • By opportunity name

  • Using keywords from the opportunity's location, description, facilitator, or metadata tags (search behavior parallels the search in the Browse Events view)

  • By pasting the URL (link) to the learning opportunity

  • By opportunity ID, accessible in the Opportunities and Records tables

Click on one or more learning opportunities you want to add to the block. Clicking on a learning opportunity will check its checkbox and increase the counts displayed in the top right below the search bar and on the Add items button.

Use Select all to select all of the learning opportunities that have been loaded in the scrollable search results.

Once you're done selecting items for a given search term, click the Add items button.

From there, you can enter another search term to continue adding learning opportunities to the block.

Once you are done adding learning opportunities, click Done, X, or anywhere outside the modal to return to the track's Edit view.

Setting up permissions

To update who has permission to view or edit a track, navigate to the Permissions tab from the Edit view of a track.

Click Grant permission to start selecting users who should have access to the track. You can search for users by name or by email, and can add more than one at a time.

Once you've selected which users you want to grant access to, you can select whether they should have permission of Can view track, where they will be able to see β€” but not edit β€” the track, or of Can edit track, where they will be both edit and view the track.

Viewing your work

You must be in View mode to see the changes to the track from a track viewer's perspective. To get to view mode from edit mode, click View in the top right or the Back button in the top left.

Pro-Tip: It can be helpful to see the changes to a track's viewing experience while you are making edits. To accomplish this, open the Edit view in one window or tab and View mode in another. If you have a larger screen, you can look at these views side-by-side and see the impact of the changes you're making in real-time - though you may have to refresh the page for certain updates to be reflected in your view of the track.

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